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We already highly value and protect all of our student, parents and staff data and will update or practices and procedures to keep up-to-date with current data protection regulations. For further information about GDPR please visit the ICO website.
We have appointed a Data Protection Officer (DPO) to oversee the way the school handles data and ensure that requests for data are dealt with in accordance with GDPR. Any subject access requests (SAR), Freedom of Information requests (FOI) and queries you have about the way in which your data is handled please contact our DPO Carole Connelly at Carole@schoolDPOservice.com www.schooldposervice.co.uk.
Please note this document may need to be amended as the Information Commissioner’s Office (ICO) issues updated guidance on the GDPR and once the Data Protection Bill is enacted.
Hertsmere Jewish Primary School collects data and information about parents/carers of children so that we can operate effectively as a school. This privacy notice explains how and why we collect parent/carer data, what we do with it and what rights parents have.
The term “parent” is widely defined in education law to include the natural or adoptive parents (regardless of whether parents are or were married, whether a father is named on a birth certificate or has parental responsibility for the child, with whom the child lives or whether the child has contact with that parent) and also includes non-parents who have parental responsibility for the child, or with whom the child lives. It is therefore possible for a child to have several “parents” for the purposes of education law. This privacy notice also covers other members of children’ families who we may process data about from time to time, including, for example, siblings, aunts and uncles and grandparents.
Hertsmere Jewish Primary School is committed to protecting the privacy and security of your personal information.
This privacy notice describes how we collect and use personal information about you before, during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR).
It also applies to all employees, workers and contractors.
Hertsmere Jewish Primary School is a maintained community school.
Our contact details are:
Telephone Number: 01923 855 857
Email: admin@www.hjps.herts.sch.uk
Web Address: www.www.hjps.herts.sch.uk
Hertsmere Jewish Primary School is a “data controller”. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice.
This notice applies to current and former employees, workers and contractors. This notice does not form part of any contract of employment or other type of contract to provide services. We may update this notice at any time.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.
We collect and use parent/carer information under the following lawful bases:
Where the personal data we collect about parents/carers is sensitive personal data, we will only process it where:
Please see our Data Protection Policy for a definition of sensitive personal data.
We use the parent/carer data to support our functions of running a school, in particular:
Whilst the majority of information about parents/carers provided to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain parent/carer information to us or if you have a choice in this. Where appropriate, we will ask parents/carers for consent to process personal data where there is no other lawful basis for processing it, for example where we wish to ask your permission to use your information for marketing purposes or to request voluntary contributions. Parents/carers may withdraw consent given in these circumstances at any time.
A significant amount of personal data is stored electronically, for example, on our database, SIMS. Some information may also be stored in hard copy format.
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, insurance or reporting requirements. Details of retention periods for different aspects of your personal information are available in the appendix of the Data Protection Policy. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. Once you are no longer a parent/carer we will retain and securely destroy your personal information in accordance with the Data Protection policy.
We routinely share parent/carer information with:
From time to time, we may also share parent/carer information other third parties including the following:
Some of the organisations referred to above are joint data controllers. This means we are all responsible to you for how we process your data.
In the event that we share personal data about parents/carers with third parties, we will provide the minimum amount of personal data necessary to fulfil the purpose for which we are required to share the data.
Under data protection legislation, parents/carers have the right to request access to information about them that we hold (“Subject Access Request”). To make a request for your child’s personal data, or be given access to your child’s educational record, contact Carole Connelly via email carole@schooldposervice.com although any written request for personal data will be treated as a Subject Access Request.
The legal timescales for the School to respond to a Subject Access Request is one calendar month. As the School has limited staff resources outside of term time, we encourage parents/carers to submit Subject Access Requests during term time and to avoid sending a request during periods when the School is closed or is about to close for the holidays where possible. This will assist us in responding to your request as promptly as possible. For further information about how we handle Subject Access Requests, please see our GDPR Subject Access Request Policy].
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is manifestly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
You also have the right to:
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our Headteacher. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
We have appointed a data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO Carole Connelly at carole@schoolDPOservice.com. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF. Please also see the link below
https://ico.org.uk/media/for-organisations/documents/1153/model-publication-scheme.pdf
We reserve the right to update this privacy notice at any time and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
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